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Archive for SendGuard

How I make sure that I only need to send emails ONCE!

Posted by: standss | Comments (0)
Friday, January 6th, 2012

How much time do we waste every day having to resend emails… or makeup for emails that were sent incorrectly or to the wrong people to start with?

We originally designed Send Guard for Outlook at the request of several large companies (it has now been deployed to organizations ranging from 1 user to more than a 1000 users).

However I was surprised how often it was prompting me for missing information once I started using it myself.

SendGuard for Outlook has a collection of extremely useful tools that ensure your outgoing emails are COMPLETE (with no missing information) and are being sent to the CORRECT (and only the correct) people.

SendGuard works inside Outlook and takes no time to learn – you continue to write and send your emails the same way you always have. SendGuard will automatically warn you and let you take corrective action if it detects a mistake.

SendGuard even gives you a way of changing your mind about an email after you have clicked Send.

Have you ever:

  • Forgot to attach a document to an email message (which delays matters or could even result in missed deadlines)
  • Clicked Reply when you meant Reply-All (and thereby forgot to keep everyone in the loop)
  • Clicked Reply-All when you meant Reply (and accidentally disclosed confidential information to the wrong people
  • Forgot to write a subject or sent an email with an old subject line (the correct subject on an email generally gets a much better response)
  • Fired off an angry message that you later regretted.
  • Emailed someone using the wrong email address (for those of us with more than one email address).

If you are running a business, particularly a professional business, these seemingly small errors can make you look unprofessional and waste precious billable time.

SendGuard for Outlook protects you from all these mistakes by automatically warning you if it detects the possibility of any of the above mistakes (and more).

Learn more and download a fully functional 30 Day Trial of Send Guard for Outlook

Also remember to check out the NEW YEARS RESOLUTION OUTLOOK PACK. We have bundled SendGuard for Outlook with 3 other Outlook Email Overwhelm boosters. You can save more than 50% for the next few days.

Categories : Outlook as a Business Tool, SendGuard for Outlook, Special Discount Offers
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Your Personal Email Security Guard in Outlook

Posted by: standss | Comments (1)
Wednesday, November 2nd, 2011

In a earlier post, I mentioned how emails are causing stress and frustrations for many people and showed how you can take control of your emails.

With so many emails to handle each day, it is very common for us to make mistakes (we are all human after all), and if you are running a business, particularly a professional business, this mistakes can make you look unprofessional and waste precious billable time.

Please raise your hand if you ever:

  • Forgot to attach a document to an email message (which delays matters or could even result in missed deadlines)
  • Clicked Reply when you meant Reply-All (and thereby forgot to keep everyone in the loop)
  • Clicked Reply-All when you meant Reply (and accidentally disclosed confidential information to the wrong people)
  • Forgot to write a subject or sent an email with an old subject line (the correct subject on an email generally gets a much better response
  • Fired off an angry message that you later regretted.
  • Emailed someone using the wrong email address (for those of us with more than one email address).

This errors may not seem so much but in a professional environment, they could make a person (company) look unprofessional and waste valuable time.

Our Outlook Addin SendGuard, protects you from all these mistakes by automatically warning you if it detects the possibility of any of the above mistakes (and more).

It acts like your own email security guard running in the background. SendGuard works inside Outlook and takes no time to learn – you continue to write and send your emails the same way you always have. SendGuard will automatically warn you and let you take corrective action if it detects a mistake.

Click here to download a fully functional 30 day trial of SendGuard addin.

Do you have your own methods of preventing common emailing mistakes?

Please do share it with us by leaving a comment below.

Categories : Outlook Email Tips, SendGuard for Outlook
Comments (1)

How to NEVER send a sensitive Outlook email to the wrong person

Posted by: standss | Comments (0)
Thursday, August 11th, 2011

Our last post discussed the risks of accidentally sending a sensitive email to the wrong person because of Outlook’s AutoComplete feature. Here’s how you can still use Outlook’s AutoFill and still protect yourself from this kind of mistake.

This technique works particularly well if there are certain people from whom you need “better protection” e.g. if you’re a lawyer, you need to be extra careful that you don’t send sensitive information to opposing counsel… or you send information to a report in the media

Our Outlook Addin Send Guard for Outlook has a feature called Send Confirm. If you enable this feature, Outlook will prompt you before it sends out any email.

Send Confirm Prompt

You probably don’t want a prompt for every email you send out but…

You can configure Send Guard so that Outlook will prompt you only when you send out emails to particular people (e.g. your boss, opposing counsel, reports from the media etc.)

Here’s how to configure Send Guard to do this (please note that if you are not already a user of SendGuard, you will need to download and install the Outlook addon before you can do this)

  • Open Outlook
  • For Outlook 2003/2007, on the main menu, click Tools > Standss > SendGuard > Settings
    For Outlook 2010, go to the Addins tab > Standss > SendGuard > Settings
  • Click the Send Confirm tab
  • Select the third option “Display message only for these email addresses:“
  • Click Add, type in the email address and click OK. You can repeat this step to add other email addresses.
  • Click OK

Now anytime you click Send to send an email to anyone on the list, Outlook will ask for confirmation before the email is sent out.

If you’re a SendGuard user, I hope that this tip helps you get even more out of your software.

If you’re not a SendGuard for Outlook user yet, you can learn more about this addin and download a fully functional 30-trial from our website.

SendGuard has a number of other protection features built in including:

  • Reply-to-All Filtering to prevent disclosing sensitive information by accidentally clicking Repy-to-All
  • Reply Prompts to ensure that you reply to everyone who needs to be kept informed.
  • Missing Attachment warning to ensure that you send all information
  • …plus much more.
Categories : Outlook Email Tips, SendGuard for Outlook
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SendGuard for Outlook Update: Reply-to-All and Reply to Outlook emails is now 100x safer

Posted by: standss | Comments (0)
Thursday, April 7th, 2011

It always amazes me with the fantastic ideas that our readers/users come up with. Here is a simple (why didn’t we think of this earlier) idea that a user suggested to us that virtually ELIMINATES any chance of you replying or replying-to-all to the wrong people.

Before I show you the cool new implementation the user suggested:

What is the danger of doing a Reply-to-All when you really meant to do a Reply?

You may receive an email addressed to many people… and want to respond to only the sender with some confidential information… or maybe a not-so-positive comment about one of the other recipients.  An accidental Reply-to-All instead of a Reply… and suddenly everyone sees what you wrote.

And vice versa…What is the danger of doing a Reply when you meant to do a Reply-to-All?

In many cases you need to do a Reply-to-All to keep everyone informed in discussions. Do a Reply instead of a Reply-to-All and some people are left out…

This is usually less catastrophic and at the worst case usually means that you have to waste time resending emails… still a mistake better avoided if possible

What was our OLD Solution?
SendGuard for Outlook had a couple of prompts that came up to warn you when you were doing a Reply-to-All or a Reply on an email with multiple recipients.

Old reply to all

It was a good solution but it was still easy to accidentally click Yes when you were in a rush.

What is the new SAFER and FASTER solution?
With the new version, anytime you click Reply or Reply-to-All on an email with multiple recipients, SendGuard for Outlook will show you exactly who you are sending the email to.

New Reply to All

I love this screen and really wish I had thought of this myself. It’s so simple and so effective!

  • Reply-to-Alls are SAFER! You can immediately see exactly who will be receiving the email. As a result there is almost no chance of sending confidential information to the wrong people… or accidentally clicking Yes when you meant No on a warning prompt.
  • Plus..you SAVE so much TIME if you need to change the recipients. You can change the recipients directly on the prompt… by ticking or unticking names… no need to go back to the email

I love it. It may seem like a small change but you’ll be surprised how much easier and safer it makes Reply-To-Alls.

You can download the latest version of Send Guard for Outlook from here.

This update is FREE for Existing users of SendGuard. Install it over your old version and your registration information will automatically be retrieved.

Haven’t tried Send Guard yet? Find out more about Send Guard for Outlook and download a fully functional trial today.

Categories : Outlook Email Tips, SendGuard for Outlook, Sending emails
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Better Subject Lines–Remember to get rid of Spam Marks added by anti-spam software

Posted by: standss | Comments (0)
Friday, July 23rd, 2010

Are spam ratings added by anti-spam software stopping your emails from reaching users inboxes or from getting read.

These days most users have several layers of spam protection even if they don’t know it. Most ISPs now have spam software that changes the subject line of emails to indicate if the email may be spam.

It usually adds something like SPAM-LOW, SPAM-MED or SPAM-HIGH to the email subject as shown below.

When you respond to an email with a marking similar to above, the subject of your email will obviously have the SPAM-LOW (etc) in it as well.

We recommend that you FIX THE SUBJECT LINE BY DELETING THE SPAM MARKINGS from the email before you click Send.

This makes it less likely that your email will be mistaken as SPAM by the recipient (or their anti-spam software)

This is easy to do manually but it is also easy to forget.

The rest of this post is for SendGuard for Outlook users, who can configure Outlook to automatically check and remove these spam markings for them.

If you are not a user of SendGuard (yet), you can download a fully functional trial version of SendGuard for Outlook from our website.

SendGuard Users: Configure Outlook to automatically remove spam markings

In Outlook 2010, click Addins on the ribbon, click Standss-SendGuard-Settings.

In Outlook 2007, 2003, 2002 or 2000: Click Tools-Standss-SendGuard-Settings.

Click the Subject Guard tab.

Tick the box labelled “Clear SPAM Marks added in Subject by Anti-Spam software”.

You can also use this screen to maintain the list of words you wanted cleared out from the Subject lines of emails you send out.

Click OK.

SendGuard for Outlook will not automatically keep your Subject Lines clean of any spam markings. SendGuard will not change your received emails so you can still see what your anti-spam software has classed as potential spam.

Click here to download a fully functional trial version of SendGuard for Outlook.

(Send Guard does several other checks on outgoing emails to ensure that you are sending emails that are complete and more likely to get through to your recipient)

Categories : SendGuard for Outlook
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